HEALTH AND SAFETY IN THE OFFICE

HEALTH AND SAFETY UNIT

REVIEWED SPRING 2006

CONTENTS
Page
1

University Policy for Health and Safety

Organisation and Arrangements

Managers and Supervisors Role

Employee's Role

Safety Representative's Role

University Health and Safety Unit

Office Health and Safety

7.1
7.2
7.3
7.4
7.5
7.6
7.7
7.8
7.9
7.10
7.11
7.12
7.13
7.14
7.15
7.16
7.17
7.18
7.19
7.20
8
9

What is an Office?
Legislation and Enforcement
Fire Precautions
Emergencies
Electrical Risks
Lighting
Ventilation/Air Quality
Temperature and Humidity
Adequate Space to Work
Risk Assessment
Machinery
Noise
VDU's
Accident Reporting
Manual Handling
First Aid Arrangements
Slips, Trips and Falls
Welfare Facilities
Departmental Inspections
Workplace Stress
University Guidance Notes
H&S Unit

4
5
5
6
6
7
7
8
8
8
9
9
9
10
10
10
11
11
11
12
12
13

PAGE

UNIVERSITY POLICY FOR HEALTH AND SAFETY

The University is an employer with more than five employees and is
therefore obliged to construct, develop and implement a Health and Safety
policy. The policy must show the management structure and the systems
for ensuring the policy will work in practice.
The formal policy statement is approved by the Board of Governors; in
addition the policy is extended by identifying named senior members of
staff from the Vice Chancellor, Deans, and Heads of Department to certain
other named individuals together with their duties and responsibilities.

ORGANISATION AND ARRANGEMENTS

Local responsibility for health and safety is the management organisation
system used for health and safety within the University. Deans are
responsible for health and safety within their particular Faculty. Heads of
Department, Schools, Divisions, Units and Areas are responsible for
health and safety within their respective departments for all staff, students
and visitors.
The arrangements are the procedures that need to be in place to ensure
the policy is carried out. These can be as diverse as risk assessments for
genetic modification work through to basic first aid facilities. How the
University consults staff on health and safety is also part of the
arrangements. The University has 14 formal committees or panels where
consultation on health and safety takes place. The Board of Governors
have a standing health and safety item on the agenda of their Estates and
Services committee meetings. Deans normally chair the site H&S panel
meetings and the Personnel Director chairs the main University health and
safety committee,

MANAGERS AND SUPERVISORS ROLE

Managers and Supervisory staff have specific duties concerning the health
and safety of staff they are expected to manage or supervise. These
include ensuring staff are properly trained, are aware of the principal
hazards and risk control systems at their place of work, know what to do in
the event of an emergency and ensuring that accidents are reported.

EMPLOYEE'S ROLE
Employees of the University are obliged to co-operate with the University
on health and safety matters, by observing safety regulations, reporting
hazards and accidents, and by working in a manner that does not
adversely affect their own health and safety, or the health and safety of
others.

SAFETY REPRESENTATIVE'S ROLE

Safety representatives are appointed by a recognised trade union. They
have certain functions to perform on behalf of the group of staff they have
been appointed to represent. They can undertake H&S inspections, make
representation to the employers on health and safety issues, and must be
consulted by the University on significant changes in the work
environment. They have representation rights on all of the Universities
health and safety consultative bodies.

UNIVERSITY HEALTH AND SAFETY UNIT

The University Health and Safety Unit monitors the health and safety
compliance levels and advises on all health and safety maters. There are
four full time members of staff and one part time member of staff. The
Unit is based at the All Saints Campus and is a branch of the Human
Resources Division reporting directly to the Human Resources Director.

OFFICE HEALTH AND SAFETY

7.1

What is an office?
An office does not have an agreed definition, but it is normally regarded as
a place of work where clerical and administrative work activities are
carried out. Health and safety issues such as noise, thermal comfort,
lighting and ergonomics apply to a variety of workplaces as well as offices;
therefore the definition of an office should not be interpreted too narrowly.
New health and safety legislation does not make any distinction about
specific workplaces. Many years ago there was specific legislation that
dealt with offices and shops but this has been repealed.
However it would be impractical not to identify offices as being different
from laboratories and workshops. In most offices work is of a sedentary
nature and involves levels of visual and mental concentration, and very

often much of the work is carried out on display screen equipment. These
can be seen as common characteristics of an office environment.
There are a number of office health and safety issues over which some
control will need to be exercised. The following list of will have some
bearing on the health, safety and well being of office occupants.
7.2

Legislation and Enforcement

The principal legislation concerning offices is the Workplace (Health,
Safety & Welfare) Regulations 1992.
This legislation covers all
workplaces and deals with specifics such as lighting, adequate space,
toilet facilities etc. Other legislations applicable to offices are the First Aid
at Work Regulations, Manual Handling Operations Regulations, Display
Screen Equipment Regulations and Fire Precautions Regulations.
All H&S legislation is part of statute law, and breaches of the laws and
regulations are criminal offences under the umbrella of the Health and
Safety at Work etc Act 1974. Penalties for breaches of H&S legislation can
now be very severe.
The University is subject to a variety of enforcement regimes e.g. Health
and Safety Executive, Fire safety Officers, Petroleum Licensing
Inspectors, Pollution Inspectors, Environmental Health Officers, Waste
Authority Inspectors.
For offices the principal enforcement authority is the Health and Safety
Executive. HSE Inspectors have wide ranging enforcement powers,
including the issue of improvement and prohibition notices. Inspectors
can also bring formal criminal prosecutions to the Courts if the compliance
violation is serious enough to warrant such action.

7.3

Fire Precautions
All University buildings have fire alarm systems to warn occupants to
leave the building in the case of fire. Many buildings have smoke and
heat detection systems that will automatically trigger the alarm system,
giving early warning of a possible fire. University buildings are divided into
fire protection compartments providing at least 1/2-hour protection from a
fire. Fire compartmentation will only work if the fire doors that protect the
integrity of the compartments are closed, and not wedged open.
Once a fire takes a hold it will continue to develop as long as there are
fuels and oxygen to support combustion. This is why it is so important not
to have easily combustible materials in escape routes, and unnecessary

stored combustible materials such as paper, cardboard, or plastics in

offices and storerooms. The heat from a well established fire can reach
3000 Centigrade, and smoke from fires is often extremely toxic, containing
gases such as Hydrogen Cyanide. Any flammable office materials should
be stored in appropriate flammables containers and volumes kept to a
minimum.
The principal causes of fires in buildings are smoking and electrical
hazards. Smoking shall not be permitted in any university building or
vehicle. There are designated smoking areas located throughout the
university, if you do smoke ensure that all matches and cigarette ends are
extinguished and disposed of in appropriate receptacles.
Electrical equipment should be switched off at the end of the day unless
there are valid technical or operational reasons for leaving an appliance
switched on. Never overload circuits, three way plug adaptors are
prohibited, and multi-way extension leads should only be used after
consulting Estates Planning Services electrical staff.
7.4

Emergencies
If you discover a fire sound the alarm by breaking the glass in one of the
Fire Alarm call points, they are situated on every floor, and can also be
found near exit doors. Phone the emergency number immediately from
the nearest phone and give the Fire brigade the correct name and address
of the building. The emergency services have all been provided with the
names and addresses of all University buildings. If you have time phone
the faculty or building Security staff or University switchboard on 2000, the
operators are trained to assist you.
In the event of fire or alarm all occupants must follow the procedures
shown on the Fire Action Notices displayed by all building exits. The
procedures are also laid down in Faculty Emergency Procedures booklets.
Know your way out of the building, and remember it may not be possible
to exit the way you came in, so become familiar with alternative exit
routes. Whenever you evacuate a building make your way to the
Assembly point shown on the fire action notices, and wait for permission
to re-enter the building, or other instructions that may be given.

7.5

Electrical Risks
The integrity and safety of the electrical installation from supply into a
building to the electrical socket outlet is the responsibility of Estates
Planning Services. The responsibility for the safety of equipment from the

electrical socket to equipment is normally the responsibility of the Head of

Department.
This means that Heads should purchase electrical appliances and
equipment from reputable suppliers, manufactured to an appropriate
standard and where possible they must be CE marked. The equipment
should be used correctly and not abused, there should be no unauthorised
repairs and the equipment should be periodically subject to a Portable
Appliance Test. Nearly 75% of electrical faults are caused by faulty leads
or plugs. An occasional visual check is all that is required to identify the
majority of faults. No unauthorised electrical equipment is permitted on the
universitys premises.
7.6

Lighting
Offices require sufficient light to enable work to be undertaken without
risks to the occupants.
There are standards contained in HSE
publications that offer guidance to the lighting levels in workplace
environments.
The provision of adequate light can be by natural or artificial means.
Where possible natural light should be utilised, but because the quality of
light in this country is variable, and often poor during the autumn and
winter months, there is a great reliance on artificial means. Any artificial
lighting should be fully diffused where DSE equipment is in use. The level
of luminance can be measured using a suitable light meter.
The quality of light is important and a mixture of good natural light and
artificial systems is the best method of providing the correct lighting level.
It is also important that the direction of natural light can be controlled to
ensure an absence of reflections on the DSE screens.

7.7

Ventilation/Air Quality
Ventilation refers to the rate of exchange of air in a specified area of a
building. This usually expressed in the number of air changes in a given
time. Many office buildings use re-circulating air systems to provide
ventilation. Suitable air filtering systems are required to ensure the quality
level of the re-circulated air.
The purpose of ventilation is to provide occupants with an acceptable
quality of inhaled air, and to remove or dilute airborne contamination. Do
not confuse ventilation with air conditioning, which is designed to provide
air at the temperature and humidity required for thermal comfort.

7.8

Temperature
Thermal comfort is subjective but describes an individuals satisfaction
with their temperature environment. There are a number of factors that
can affect thermal comfort including air movement, humidity, type and
amount of clothing worn, and the type of work being undertaken.
The temperature in workrooms should normally be at least 16 degrees
Celsius unless much of the work involves severe physical effort in which
case the temperature should be at least 13 degrees Celsius. These
temperatures may not however ensure reasonable comfort depending on
other factors such as air movement and relative humidity. These
temperatures refer to readings taken using a dry bulb thermometer close
to the work station at working height and away from the windows. If you
feel that you have a problem with the temperature within your office please
contact the help desk on ext 2882

7.9

Adequate Space to Work

There is a legal minimum volumetric space requirement of 11m3 for
persons who habitually occupy one workroom. This measurement does
not take into account furniture and fittings, these must be assessed
separately. This does not mean that each person must have 11m3
allocated on an individual basis, but it does mean that if three people are
habitually occupy an office then the minimum volumetric requirement must
be 33m3. An assessment of doorways, walkways, access to equipment,
means of escape and storage must be undertaken when determining an
office space and layout.

7.10

Risk Assessment
Risk assessment is not new and has always been part of working life.
Identifying how to undertake a task without incurring harm or damage is a
risk assessment. This methodology has been called many things in the
past e.g. system of work, safe working procedure, local rules, method of
work. As long as the significant hazards of any activity have been
assessed, the risks identified and risk control precautions implemented,
then the obligation has been satisfied.
A number of generic risk assessments have been constructed in respect
of office based activities, these should be available from your
departmental office.

7.11

Machinery
There are a number of machines that are commonly used in an office
environment that could cause harm if used incorrectly or are poorly
maintained.
Apart from the electrical safety requirements that were
discussed in 7.5 there are other hazards which could be present.
Photocopiers are essential office machines that use electrical, electronic
and mechanical parts to work. Unauthorised repairs or servicing from an
untrained person could create unnecessary risks and should not be
permitted. Office staff should only carry out basic functions recommended
by the machine supplier, such as changing toner cartridges, unless
properly trained. Laser printers emit ozone during the printing process
and this is controlled by suitable filtering. Measurements of ozone from
laser printers within the University have shown that there should be no risk
to any persons health. All office machines should be subject to a regular
service and maintenance contract to ensure that machines are cleaned
internally, filters are changed, and safety is maintained.

7.12

Noise
Noise at work is controlled by legislation to prevent harm to hearing.
Action levels are prescribed where an employer should instigate protective
measures. These action levels would not normally be exceeded in an
office. However noise can be a nuisance and a distraction if concentration
is required. Office layouts can prevent unnecessary noise e.g. large
photocopiers being placed in their own machines room. Desk printers are
now much quieter than they were several years ago, and this has helped
reduce the overall noise level in offices. Where noise is a problem then
other control methods such as acoustic absorbent room dividers, or
acoustic absorbent wall or ceiling tiles can be considered

7.13

VDU's
Computer monitors, or to give them their statutory name Display Screen
Equipment (DSE) are used extensively within the University. Staff who
are designated users have certain rights. Designated users are entitled to
have their workplace ergonomically assessed, (a list of DSE assessors
can be found on the Health and Safety Units web site). The assessment
will consider lighting, space, desk, layout, seating, welfare and safety etc.
They are also entitled to free eye tests and the provision of appropriate
corrective eyewear for DSE use.

7.14

Accident Reporting
All accidents, however small must be reported and an accident report form
completed. Incidents that have not caused injury but had the potential to
cause harm must also be reported, as well as incidents of ill health that
are work related. This is done on the University accident report form;
supervisors and managers should have supplies of these.

7.15

Manual Handling
Poor lifting and carrying technique causes injury to numerous members of
staff every year. Although there are members of staff who lift objects on a
daily basis as part of their employment, nearly all staff will lift some objects
during their working week. Good technique is vital in preventing injury.
Short courses are available within the University that will provide some
basic skills, which if implemented, will help to prevent injury. If the object
to be lifted is large, awkward or heavy then an assessment should be
undertaken. The first part of any assessment should consider whether the
object needs to lifted at all. Engineering methods e.g. lifting appliances, or
trucks etc, should be considered next, if this is not possible a method for
manual lifting with the assistance of other staff can be used. Many people
use poor techniques and have escaped injury due to their general fitness
and age. However there will be a risk of eventual injury as these
conditions change. A serious back injury could cause substantial pain and
be extremely debilitating.
Some tips on efficient lifting:

7.16

Is it necessary to lift the load?

assess the lift and decide if help is needed;
obtain a firm grip on the load (use gloves if necessary);
bend at the knees not from the waist;
use your legs not your back to thrust upwards (the leg muscles were
designed for power and strength)
keep the load near to your body;
do not twist your spine when lifting or carrying loads.

First Aid Arrangements

The University has an extensive first aid system with fully qualified first
aiders on each site. This system is normally backed up with emergency
first aiders who have received basic training. The fully qualified first aiders
undertake an initial four days course with an examination, and must
undergo a refresher course within three years.

First aiders are provided with a first aid attach case and cover a site
although their primary function is to provide cover for their own
department. Notices are posted throughout a site, normally on a floor-byfloor basis, listing the names and phone numbers of first aiders.

7.17

Slips, Trips and Falls

The most common causes of accidents, not just in the university but in
industry commerce and the service industries are slips, trips and falls.
The following hints will prevent most of these type of accidents:

7.18

floor surfaces - wipe up spills immediately, wear appropriate footwear,

display cautionary notices during cleaning and polishing, immediately
report and ensure repairs to loose carpet and any damaged floor
coverings. If you feel that the floor covering in your office is damaged
in any way please report it to the help desk on ext 2882.

chairs - routinely inspect chairs for condition, do not use chairs for
climbing;

electrical leads - ensure leads do not cross walkways or workstations,

change the office layout if necessary;

stairways - use handrails, report defects and damages to stairs and

handrails.

Welfare Facilities
Welfare facilities include the provision of adequate toilet and washing
facilities. The facilities should be in sufficient numbers and be clean, well
maintained and have adequate ventilation. Hot and cold water, soap and
hand drying facilities should also be in place. The provision of suitable
drinking water is also a statutory requirement.

7.19

Departmental Inspections
Each department is obliged to undertake a safety inspection of their
workplace at least annually. The department should organise a small
team to undertake the inspection. A report must be prepared and
submitted to the head of department for action. A copy of the report with
action taken or remedial action still required must be submitted to the
Local Site Health & Safety Panel who monitor the site health and safety
management systems.

Pre-prepared inspection checklists are helpful, and enable effective use of

time and resources. Where the department or area to be inspected is
extensive then the inspection should be divided into manageable sections.

7.20

Workplace Stress
The university has a stress policy that is supported by a number of
associated documents. A guide is available for all staff on dealing and
coping with stress. There are additional documents aimed at managers on
the practical implementation of the policy and how the effects of stress
should be considered during the decision making process.

University guidance notes relevant to Office safety

The University Health and Safety Policy

Health and Safety - whose responsibility is it anyway?
A practical guide for Heads of Department
University Emergency Evacuation Procedures
Guidance notes for the Evacuation of Disabled Persons
Fire Precautions and Notice Boards
Guidance notes on the Display Screen Equipment Regulations 1992
Guidance notes on Departmental Inspections
Managing Manual Handling A guide for Managers and Heads of
Department
Risk Assessment A University Guide to practical Risk Assessment under
the Management of Health and Safety at Work Regulations 1992
The Universitys Policy on Smoking
Trade Union appointed Safety Representatives A management guide for
Senior Staff

All these guides and many others are available on the University Health
and Safety Unit Website at the following address;
www.mmu.ac.uk/personnel/h-s/welcomeFrame-7.htm
They can also be obtained from Marlena Flinn on 3317

Health and Safety Unit staff and contact numbers

Health and Safety Office

All Saints Building
University H&S Advisor
Mr A Gibb
Tel 3309
Fax 6862
E-mail a.gibb@mmu.ac.uk
Assistant University H&S Advisor
Miss Samina Zahoor
Tel 3314
Fax 6862
e-mail s.zahoor@mmu.ac.uk

Assistant University H&S Advisor

Mr Chris Thornley
Tel 4655
Fax 6862
e-mail c.thornley@mmu.ac.uk

Assistant University H&S Advisor

Mr Brian Rowe
Tel 5489 (MMU Cheshire)
Fax 6862
e-mail B.Rowe@mmu.ac.uk

Assistant University H&S Advisor

Mr Vince Bashford
Tel 3368/5489
Fax 6862
e-mail v.bashford@mmu.ac.uk

Clerical Assistant
Mrs Marlena Flinn
Tel 3317
Fax 6862
e-mail m.flinn@mmu.ac.uk
Radiation Technician
Mrs Marina Wain
Tel 6406
Fax 6862
e-mail m.wain@mmu.ac.uk